Reckon Preparation Checklist
It is ESSENTIAL that you work through the information detailed on this page before uploading your file for conversion. This will ensure that you will have a cleaner conversion to Xero, and highlight if there are any outstanding steps that you will have to complete post-conversion.
- If the essential preparation items are not complete you WILL have issues in Xero.
- You will notice that some of the items on this list are optional. This is because you may be able to action these items more easily in Xero post-conversion.
What Versions of Reckon do you Convert?
The Reckon conversion service is for Australia only.
Please see here
for what we can convert. Some types of transactions may also lead to conversion issues please see more information about these here
How to Clean Up my Reckon File
Creating a Back-Up of my Reckon Desktop File
To save the backup of your Reckon desktop file, please follow the following steps.
- Click on the File menu > Save Copy or Backup
- Select Backup Copy and click Next
- Select Local Backup and click Next
- Browse the location that you wish to save the file to eg. your Desktop
From here, you can load through our website for conversion.
How to Create a Back-Up of my Reckon Hosted File
Follow these steps to save your backup to your computer.
- Click on the download icon located on the top right-hand corner of your screen
- Click on the “Look in:” drop-down menu and select “My Backup (B:) “ where your hosted backup sets are stored by default
- Select your Backup File or Portable Company file you want to make a local copy of
- The Reckon Accounts Hosted download function will automatically download your file to your web browsers default download folder location.
Here is a video
regarding taking a backup that may assist.
You have successfully created a backup file and transferred it onto your local machine. Once done click on “Open Downloads folder” to navigate to the backup file.
From here, you can load through our website for conversion.
Reducing the Size of my Reckon File
Reckon files can grow to very large files. There are functions within Reckon to verify the file, to purge data (although some may not be very effective for reducing file size). This document shows some of the steps in Reckon 2015/16. Depending on the file, file size reduction may or may not be entirely successful.
Make sure you set the date for cleanup BEFORE the date you want the history for. The Standard conversion includes the current financial year + 1. If you wish to purchase a premium service with additional history, do not purge this data! In the purging process, transactions are converted to journals, but not deleted. The file size can remain the same. So it depends on a range of factors. For upload to Jet Convert for conversion, please ensure the admin password is changed to a blank one.
- Other Resources
3 or 4 Steps to Cleanup
Rebuild Data: File > Utilities > Rebuild Data (Takes 1 to 15 minutes ). In options, do not do verify at this stage. Save the file as a new file name. Eg CompanyName_Purged.QBB
Verify Data : File > Utilities > Verify Data (Takes 5 to 15 minutes time).
Initiate “Clean up company data” Process: File > Utilities > Clean up company data (2 minutes). Make sure you change the date of cleanup to be 30/06/2014. Preferences >Accounting> Company > Set closing Date >30/06/2104 > OK (NB: do not set the closing date after the date you want data from.)
Normally: The file can then be uploaded for conversion.
4. Optional. For large files, create a portable company file (*.QBM) and restore to reduce the data file size after the clean. Portable files, unlike backup files, do not contain related files such as letters, logos, images, & templates...only raw financial data.
File > Save Copy or Backup... > Portable company file (save this to Backups). (1 minute).
The file can be then uploaded for conversion
To check: File > Open or Restore Company... > Restore a portable file (.QBM) (select the recent portable backup and restore over the top of the existing QBW file - you should have the original upload file AND a full verify backup available).
Please have a look through the following screenshots for picture instructions on how to reduce the size of your file.
Open your file. Reckon may ask about credit cards and to do things - No / Later
Clean up the file by purging transactions prior to 30/6/2014. File > Utilities > Clean up company data
Remove all transactions prior to 30/06/2014
Uncheck "Remove uncleared (unreconciled) bank and credit card transactions."
Remove the ''done' to do' notes. You may also wish to check the box for the unused accounts.
Select Begin Cleanup
Put the backup into a subfolder. Select OK
At this stage also go through the complete verification.
If you receive this error, some additional account fixing may be required. See the steps below.
- Saving as a portable file will get rid of deleted transactions. File > Save As > Portable > file name
To check, you can open that QBM file and it will ask you do save the working copy. File > Open or restore company > Restore a portable file
Reckon then asks where to save the working copy. Save in a directory and call it something to know it is the file restored from the qbm file. This is the file to upload. (or you could just upload the qbm). Be sure to remove any passwords.
Errors - How to Fix Various
Common Errors and How to Handle Them
- Clean-up date set too early. See Example 1
- Error Templates - See Example 2
- Changing Admin Password. - See Example 3
- The accountant’s Copy may need to be cancelled for purging. - See Example 4
- Clean-Up Date
Set the date for clean up to be the end of the financial year that you do not need data for to retain only the relevant data. Open invoices etc will still come through.
Clean up date may be set before 30/06/2014. Edit > Preferences > Accounting > Company > Set closing Date > Ok
- Errors in Templates
In the rebuild, you may get errors in the Templates file. You need to find those errors and then delete the templates.
Might need to do a re-build of the file which recreates indices and relationships. This is an example of a failure - duplicate elements.
The log file showed there were 2 invoices called "custom invoices"
Following this up discovered that there were 2 templates called “custom Invoice” (Will need to track these errors to see what are common ones).
Deleting 1 solves this problem
- Change Password to Blank
Company, Change Your Password. Please supply the file with a blank password.
- Change from Accountants Copy to Business
Sometimes the file will have had the accountant’s Copy set. You need to go and cancel that process to enable cleanup.
File > Accountant's Copy > Client > Cancel
**Please note, we can not guarantee that these steps will work for your file.**
Reckon Accountants Version - How to Downgrade a File
If you have a Reckon Accountant file, we need the file to be saved from a business version of Reckon (Pro / Premier / Enterprise). To do this, please follow these steps:
- Open the Reckon File in the Accountant version.
- From the file menu, choose toggle to another edition (e.g. Premier General Business).
- Save a backup copy of the file.
- Whilst still toggled, restore the back-up copy, this is now ready to upload to us.